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Outlook (Web App): Manage A Shared Email Group

Add or remove users from a distribution group (aka shared mailbox) in the Outlook Web App (OWA) org emails organization email accounts


  • Distribution group administrators/owners can manage the membership and ownership of a group along with other settings from the Outlook Web App (OWA)--this cannot be done in the Outlook desktop application.

  • If you are unsure of who the owner for a shared email is, please contact the Technology Help Desk.

  • It is recommended that there is a minimum of 2 owners of a distribution group. This provides a safeguard in the event that one of the owner is unavailable to make a membership change.



  1. The shared email inbox owner will need to log into their UW-Stout email account (NOT the shared email account) using the Outlook Web App.

  2. In the top right, click the gear icon gear then, at the bottom of the menu, select View all Outlook settings.

    View all Outlook Settings

  3. Expand the General menu under the Options left-navigation pane then click Distribution groups.

    General > Distribution Groups

  4. Under the Distribution groups I own in the right-hand column, double-click the appropriate distribution group.
    -- TIP: Nearly all Stout email groups are the "username" of the email + '-members' (example: techdesk-members would be the group for techdesk@uwstout.edu)

  5. Select Membership.

  6. Make your changes to the group by using the plus (+) and minus (-) icons.

  7. Click Save.

Additional information and troubleshooting tips:

  • Owners must also be added as members in order to access the shared mailbox.

  • Nearly all Stout email groups are the "username" of the email + '-members' (example: techdesk-members would be the group for techdesk@uwstout.edu).

  • All users can check the groups they belong to and those that they own from the same location.

  • Owners/Administrators can create other owners; more than one owner is recommended for continuity reasons.

  • Membership cannot be modified from the Outlook desktop application; it must be done through OWA.

  • If the plus (+) and minus (-) icons do not work to modify membership, please try using compatibility mode in Internet Explorer or Google Chrome.

Definitions

  • Member: Members are allowed to open and view the content of the inbox.

  • Owner: Owners are allowed to change the owner and membership of the inbox group. Owners do not have permission to open and view the content of the inbox.
    • If the owner needs to be able to open and view the content of the inbox, they will need to be added as both an Owner and Member.


See Also:




Keywords:groups email 365 distribution group add users remove user members list change mail access box shared inbox permissions generic account   Doc ID:52300
Owner:Larissa H.Group:UW Stout
Created:2015-06-11 16:28 CDTUpdated:2020-01-15 12:06 CDT
Sites:UW Stout
Feedback:  5   2